CV Management

The application page is where you read and maintain the seafarer's CV, contact details, experience, documents, family contacts, and special operational notes.

Open an application from the Applications list to work with the CV. Each CV area is shown as a separate section. Most sections are read-only until you click the pencil or plus button in the section header.

Editing CV Sections

Click a section header to expand it. If you have permission to update the application, the header shows an edit action:

Use the pencil button to edit a single-value section, such as personal data, contact info, rank, additional data, next of kin, multinational crew experience, denied visa, or maritime accident.
Use the plus button to add a row to a list section, such as sea experience, address, education, children, references, documents, or uploaded CV files.
Use row actions, such as the pencil button, when a list section already has records.

After editing, click Save to update the CV section. Click Cancel to close the dialog without saving the current changes.

If the application was created or changed by the seafarer, some sections may show a review warning instead of opening the edit dialog. In that case, use the Review Tool before changing the accepted CV data.

Personal And Contact Details

Personal and contact sections contain the seafarer's name, citizenship, date of birth, gender, phone number, and email. These fields are commonly used in search results, proposals, crew planning, and generated documents, so keep them accurate before proposing or assigning the seafarer.

Rank And Experience

The rank section stores the rank applied for, alternative rank, and available-from date.

Sea experience is a list. Add one record for each previous vessel or service period that should appear in the CV. The dialog includes company, vessel, flag, vessel type, rank, and service dates.

Use Lookup Vessel when the vessel already exists in Crewlap. Select the vessel in the lookup table and click Apply. Crewlap fills the company, vessel name, flag, vessel type, IMO number, and technical vessel fields from the vessel catalogue.

After applying a vessel from the lookup, fill the rank and service dates, then save the sea experience row. If the vessel is not in the catalogue or the catalogue entry is not suitable for the historical record, use Switch to manual entry and fill the vessel details manually.

Crewlap also creates Sea Experience rows from onboard assignments. These rows are stored CV snapshots and cannot be edited or deleted from the CV. When your access includes the linked assignment, use the assignment pencil to open it; the assignment dialog remains read-only unless you have update permission for that vessel. If the assignment is not accessible, the row shows a lock instead. You can still use Duplicate to create a separate manual Sea Experience row and then edit that copy.

Verify Sea Experience

If you have Sea Experience verification access, a status icon appears at the beginning of each applicable row. Manually entered experience is Optional. Experience synchronized from an assignment is trusted by the organization that owns that assignment and shows a green Valid icon there. The owner cannot add or update verification for that row. The same experience remains Optional for other organizations that can access the application.

Select the status icon to open Verification history. The history opens directly without expanding the row; a pending verification with no events shows an empty history. Expand a Sea Experience row when you need more detail. For rows that can be verified, the verification card provides Show verification history and Add verification or Update verification actions. Users with read-only verification access can open the history, but the add or update action is disabled.

Select Add verification or Update verification to open Process verification. Choose In progress, Valid, Not valid, or Impossible to verify, and enter the required Verification date. This is the real-world date when verification took place; it may also be a future date when work is scheduled. In progress is optional: you can move directly from pending to a final verdict. Every action requires a memo message. Crewlap suggests a message such as Sea experience "Vessel name" verification started; you can edit it, but you cannot save an empty message.

When the current status can be selected manually, Crewlap restores its saved status, verification date, and message. A new verification and Re-verification required start with no selected status or date. Choosing a different status clears the date and proposes a new message. Saving without changing anything closes the dialog without creating another event or changing Processed by. Any real change, even with the same status, creates a new history event.

You can select or drag one or more evidence files before saving. When several files are added together, Crewlap uploads them one after another and shows each successful file immediately under New evidence with its size and a Remove action. Select the file name to preview it before saving. Evidence from the previous verification appears separately under Current evidence. Use the trash action to mark a current file for removal; Undo removal restores it before saving. The file is removed from the current verification only when you select Save. Cancel discards the pending removal. Historical verification events keep the file and its preview. Images support zoom. PDFs open in the browser PDF viewer when supported; otherwise Crewlap shows the fallback preview with a Download action. Other file types use the same fallback when they cannot be previewed.

The application's general Notes stream contains one dedicated Sea Experience verification timeline for this row and organization. Its highlighted header links back to the related row. Notes keeps every event that changes the status. If you save changed verification details without changing the status, the previous same-status event is replaced and hidden from Notes. Removing current evidence adds a separate audit note with the deleted file name, so the action remains visible even when a same-status verification event is replaced. Notes deliberately does not show evidence files. Older verification notes created before the timeline format remain unchanged.

Expand an applicable Sea Experience row to see its verification card and actions. After a verification has been recorded, the card also shows Processed by, Verification date, the latest message, and evidence. Verification history is a newest-first table with every manual and system event. Only replaced same-status rows are struck through; earlier events followed by a status change remain ordinary rows. Expand a history row to read its message and open its evidence with the same image, PDF, or fallback preview.

When you change verified experience data, Crewlap explains what will happen to the current verification result. Choose Reset and save, Keep and save, or Cancel. Reset changes the row to the yellow Re-verification required state. Keep preserves the status against the updated data. Both choices add an audit comment to the verification note. A change made by another organization resets your organization's verification automatically and attributes the comment to Crewlap System. Assignment or vessel synchronization keeps the owning organization's assignment-managed experience Valid, but resets verification recorded by other organizations.

If the record or its verification changes while a verification or Reset/Keep dialog is open, Crewlap rejects the stale save and reloads the latest state. Review the single conflict message, then retry in the refreshed verification dialog or reopen the edit flow. The same protection applies when verification decisions are made in the Review Tool.

Deleting a manual Sea Experience row does not delete its verification note or stored evidence. The memo history remains in Notes, but its target is shown as unavailable because the deleted row can no longer be opened; evidence downloads are available only from an existing row's expanded verification details.

Address, Education, Children, And References

Address, education, children, and references are list sections. Add records with the plus button, then fill the dialog fields and save.

Use references for companies or people who can confirm the seafarer's previous work. Use education for maritime schools, academies, certificates, or other education records that belong in the CV.

Additional Data

Additional Data stores physical and clothing-size information, such as height, weight, hair colour, eye colour, boiler suit size, sweater size, shirt size, trousers size, and shoe size.

These fields help with operational preparation when a client or vessel needs practical information before joining.

Next Of Kin And Family Details

Next of Kin stores the emergency or family contact for the seafarer. Fill the contact's full name, relationship, gender, citizenship, address, country, and phone numbers.

If the correct relationship is not listed, select Other and fill the Other relationship field. This keeps the relationship clear without forcing an inaccurate reference-data value.

Multinational Crew Experience

Use Multinational Crew Experience to describe the seafarer's experience in mixed-nationality crews. This is a free-text field, so write a short practical summary that helps recruiters and crew planners understand the context.

Denied Foreign Visa

Use Denied Foreign Visa when the seafarer has been refused a foreign visa. Select the checkbox and add the reason or explanation in the text field.

If there is no denied visa history, leave the checkbox off and the reason empty.

Maritime Accident

Use Maritime Accident when the seafarer has been involved in a maritime accident or was subject to a court of inquiry. Select the checkbox and describe the details in the text field.

If there is no such history, leave the checkbox off and the details empty.

Tanker Info

Tanker Info is based on reference data maintained by the back office. The available categories and rows can change when the reference data changes.

The section has two parts:

Categories: select the tanker categories that apply to the seafarer.
Info sheet rows: expand the view and edit the relevant tanker experience rows. Depending on the row, you may need to mark it as selected, choose a year, or add a comment.

Use the visibility options to control what the table shows:

Selected only shows only selected rows.
Selected categories only shows rows under selected tanker categories.
Show all shows all available tanker info rows.

Uploaded CV And Documents

Uploaded CV files and Documents are file-based sections. Use them when you need to attach a CV file, certificate, passport, seaman book, or another document record. Uploaded CV files and document attachments can be up to 15 MiB each. For saved application photos, uploaded CV files, and document attachments, Crewlap shows the Added date below the file name. The same date remains visible when you reopen a saved record for editing.

Photo

The seafarer's photo is edited in the Personal Data dialog.

Open Personal Data with the pencil button.
Use the Photo upload control to select an image file.
Check that the dialog shows the uploaded photo.
Click Save to apply the photo together with the personal data changes.

If the photo is wrong, use Remove photo in the same dialog, then save the section.

Uploaded CV Files

Use Uploaded CV for CV files that should be kept as attachments to the application.

Open the Uploaded CV section.
Click the plus button.
Select or drag one or more CV files into the CV Upload dialog.
Click Save.

The uploaded file appears in the table. Click the file name to open the preview dialog when your browser supports previewing that file type. The preview dialog can be maximized when you need more space, and it includes a download action when the file can be downloaded from the preview.

To download CV files, select the checkbox next to one or more files. The download action becomes available after at least one file is selected. Click Download Selected to download the selected CV files as an archive.

Use the minus button on a CV row only when the uploaded CV file should be removed from the application.

Documents

Use Documents for structured document records, such as certificates, passports, seaman books, medical documents, and other required paperwork.

Open the Documents section.
Click the plus button.
Select Document Category / Group / Type first. The dialog may show extra fields after the type is selected.
Fill the visible document fields, such as document number, country of issue, issue date, expiry date, issuing authority, or description.
Select or drag one or more document attachments. Crewlap uploads files added together one after another.
Click Save.

Document records can include document type, number, country of issue, issue and expiry dates, issuing authority, description, and attachments. Some document fields appear only after the document type is selected.

Verify Documents

If you have Document verification access, the first column shows the current verification status for each applicable document. The document type determines whether verification is Required, Optional, or Not needed:

Pending and Not needed has no icon.
Pending and Optional has a subdued question icon.
Pending and Required has a yellow warning icon that calls for action.
In progress has a clock icon.
Valid has a green check.
Not valid has a red cross.
Impossible to verify has a red question icon.
Re-verification required has a yellow warning icon after verified data changes.

Hover over an icon to read its meaning. Select it to open Verification history directly. A pending verification with no events shows an empty history. Expand the document row when you need to process verification. The verification card provides Show verification history and Add verification or Update verification actions. Users with read-only verification access can open the history, but the add or update action is disabled.

Select Add verification or Update verification to open Process verification, then choose In progress, Valid, Not valid, or Impossible to verify and enter the required Verification date. This is the real-world date when verification took place, and future dates are allowed. Crewlap restores the saved status, date, and message when the current status is selectable. For a new verification or Re-verification required, status and date are empty. Choosing another status clears the date and proposes that status's default message. In progress is optional: you can record a final verdict immediately.

Saving the dialog without changing status, date, message, or evidence closes it silently. It does not create another event or change Processed by. Any real change creates a new history event, even when you keep the same status.

The application's general Notes stream contains one dedicated Document verification timeline for this document and organization. Its highlighted header links back to the related row. Notes keeps every event that changes the status. If you save changed verification details without changing the status, the previous same-status event is replaced and hidden from Notes. Removing current evidence adds a separate audit note with the deleted file name, so the action remains visible even when a same-status verification event is replaced. Notes deliberately does not show evidence files. Older verification notes created before the timeline format remain unchanged.

Expand an applicable document row to see its verification card and actions, even when the document has no attachments or recorded verdict. After a verification has been recorded, the card also shows Processed by, Verification date, latest message, and evidence. Verification history is a newest-first table of all manual and system events. Only replaced same-status rows are struck through; earlier events followed by a status change remain ordinary rows. Expand any history row to read its message and open historical evidence with the same image, PDF, or fallback preview.

When you change verified document data or attachments, Crewlap explains what will happen to the current verification result. Choose Reset and save, Keep and save, or Cancel. Reset changes the row to the yellow Re-verification required state. Keep preserves the status against the updated data. Both choices add an audit comment to the verification note. A change made by another organization resets your organization's verification automatically and attributes the comment to Crewlap System.

If the document or its verification changes while a verification or Reset/Keep dialog is open, Crewlap rejects the stale save and reloads the latest state. Review the single conflict message, then retry in the refreshed verification dialog or reopen the edit flow.

Deleting an attachment uses a confirmation popup when the document has no current verification result or already requires re-verification. If the document has a current verification result, Crewlap opens Delete document attachment instead; choose Reset and delete, Keep and delete, or Cancel.

Archiving or restoring a document does not change its verification result. Deleting the document preserves its verification note and stored evidence; the target link in Notes is then shown as unavailable because the deleted document can no longer be opened. Evidence links are not displayed in Notes.

Filter Documents

The document filters are single-choice radio buttons shown in one horizontal row. Actual is selected by default. Select a different filter when you need a broader list, expired documents, or the archive.

Filter	Documents shown
All	All non-archived documents, regardless of their expiry date. Despite its name, All never includes archived documents.
Expiring soon (6 months)	Non-archived documents with an expiry date after today and no later than six months from today.
Actual	Non-archived documents with an expiry date after today, no expiry date, or the No Expiry Date option selected. This includes documents shown under Expiring soon (6 months).
Recently expired (6 months)	Non-archived documents with an expiry date from six months ago through today.
Expired	All non-archived documents whose expiry date is today or earlier. This includes documents shown under Recently expired (6 months).
Archived	Archived documents only, regardless of their expiry date.

A document expiring today is treated as expired. The exact six-month boundary is included in each six-month filter.

Archived documents are deliberately excluded from All, Actual, and every expiry filter. Select Archived explicitly when you need to find them.

Archive Or Restore A Document

If your permissions allow document updates, a non-archived document row has an archive-box action. Click it and confirm Do you want to archive this document? Archived documents are read-only: their pencil action is hidden and their attachments cannot be edited, but the document can still be deleted. Use the restore action on an archived row and confirm Do you want to restore this document from the archive? to make it active and editable again.

Archiving is intended for documents that should remain in the back-office history but no longer be treated as current. Archived documents are not shown to the seafarer and are not used as active identity documents in operational output.

Archiving or restoring a document does not change its details or expiry date. After restoration, the document appears in the standard filters that match its expiry date.

Work With Attachments

Expand a document row to see its attachments. Click an attachment file name to open the preview dialog. You can maximize the preview dialog when the document needs more space on screen.

To download document attachments, expand the document row and select one or more attachment checkboxes. The download action becomes available after at least one attachment is selected.

Use row minus buttons carefully. Removing a document record removes the document entry, while removing an attachment removes only that file from the document.

06 September 2026